People + Technology & Data =
Best Practice Enrollment
Management

Michelle Foster
East Campus Assistant Provost mrfoster@valenciacc.edu
Joseph Bivins
East Campus Dean of Science jbivins@valenciacc.edu

• The class of 2009 is projected to be the largest class to graduate from high school in U.S. history.
• The population of 18 – to 24- year olds will rise 9% over the next 10 years, increasing to over 30 million .
• The projected number of high school graduates will increase nearly 10% in the next 10 years, rising to over 3 million
• Between 1995 and 2015, 20% more students are projected to enroll in U.S. colleges and universities, reaching 16 million .
• Students of color will represent 80% of the increase in college-aged students between 1995 and 2015 .
• From: NoelLevitz: “Enrollment Strategies That Work in Attracting and Retaining Students

• Declining State and
Federal Budgets
• Competitive
Educational
Environment
• Changing
Demographics
• Fewer Financial Aid
Resources for
Students
• Recruiting &
Retaining Qualified
Faculty
• Facility Resources are limited
• Rising Costs to
Provide Student and
Academic Support
Services

• “Who” are the students we ultimately want?
• “Where” are they?
• “What” is it that they expect/desire?
• “When” do they want it?
• “How” do they want it delivered?
• “Why” do they want it?
Begin with the end in mind….. S. Covey

DEFINITION: Enrollment Management
• Enrollment Management is an institution-wide, systematic, comprehensive, research-driven system designed to locate, attract, and retain the students the institution wishes to serve.
From: NoelLevitz: “Enrollment Strategies That Work in Attracting and Retaining Students”

• An organized and systematic approach to managing resources
– Faculty
– Space
• A philosophy reflected in principles that have the support of administration, faculty and staff.
– Start Right
– Learning Centered

• A comprehensive plan for academic support services
– Academic Success Center
• A comprehensive and holistic approach to advising and influencing enrollment from inquiry to graduation.
– Life Map
• A campus-wide process that integrates often disparate functions and personnel, including transitions, financial aid, institutional research, teaching/learning, academic support services and student services

Data Review
• Space Utilization Reports
• Instructional Reports on
Faculty [Full-time vs. part-time]
• Demographic Information
• High School Graduation
Projections
• Recruitment/Enrollment
Trends
• Retention/Student Success
Rates
– Withdrawal Rates
– Grade Distributions
• Zip Code Enrollment
Distributions
• Economic Trend Data
• Community College Survey of
Student Engagement [CCSSE]
• Satisfaction Surveys
• Student Assessment of
Instruction
• “Functional Evaluations”
[i.e. divisional surveys, professional organization surveys]
• “Best Practice” Review
– Consultants
– Site Visits
– Conferences

Student Characteristics Comparison
Report

Strategic Enrollment Management
People +
• Deans
• Directors
• Discipline Chairs
• Administrative
Assistants
• Students
Technology
• Reporting/Data
• Electronic Systems
• Enhanced Academic
Support Services
• Online Student
Support Services

• Proactive management of resources
– Faculty
– Facilities
• Student – Centered
• Faculty & Dean Ownership of Schedules
• Quality Management
• Enhances recruitment, retention, and graduation planning
• Creates a continuous “Best Practice” of assessment, planning, and execution

East Campus Core Principles for Enrollment
•
Supports an optimum learning environment based on standards of excellence
• Supports effective resource allocation
• Contributes to camps and college enrollment goals
• Provides for appropriate faculty and student support systems in all delivery and scheduling options
• Reflects college and community needs
• Ensures shared decision making process with effective engagement of primary stakeholders
• Provides for “best-proactive” approach to studentcentered service.

• Facilitate Enrollment Growth - [6 – 11%]
• Support Learning First and Start Right Principles
• Class Schedule building on Student Demand
• Increase Online Course offerings that align with
Alternative Delivery Standards Plan
• Increase Flex Term Offerings that align with College-On-
Demand Report
• Standardize Capacity ranges
• Support uniform class scheduling policies/calendars
• Increase space utilization
• Support Retention of Adjunct Faculty through
Professional Development

• Distribution of Classes is scheduled to maximize resources
– Faculty
– Facilities
– Technology
• Improve and Optimize Service to Students
– Academic
– Student
• Maximize Adjunct Recruitment & Hiring
• Re-Engineer Information & Communications Systems
• Respond to Demographic and Economic Changes
• Evaluate Strategic Enrollment Process Continually

Red/Green
– Daily Report on Course
Enrollments
– Run during Open
Registration
– Allows Pro-Active
Enrollment Management by
Deans
– Provides Provost with
Snapshot of Enrollment
Section/Capacity/%Filled
– Weekly/Monthly Report on Capacities and
Sections
– “Section Management”
– Run in weeks prior to open Registration and at end of term [for comparison]
– Provides Provost with a snapshot of how efficiently courses/faculty were scheduled.

Color Key:
Red – 10 or less enrolled
Lt Green – 5 or less seats open
Dk Green – Reserve
Lt Blue – Cancelled
Dk Blue – Online
Yellow – Selected Topics/Intern
Orange – Cap set at 0
Report Key :
POT = Part of Term
Mode = Delivery Method
Actual = # Enrolled
Open = Open seats
Cap = Capacity

Instructional Report on Sections, Capacity, and
Enrollment
Sections: Have we built capacity correctly?
Enrolled in Previous
“like” Term: Did our enrollment meet/exceed our capacity?
% Filled: How well efficiently did we schedule our sections?

Distribution by TIME/MODE

Divisional Report on “Top
Enrollment Courses”
[Prescriptive Enrollment Modeling]

• Dean & Faculty
Involvement
• Continuous
Communication
– Retreats
– Updates
– Reports
• Develop PLANS…
– Facilities Plan
– Adjunct Hiring Plan
– Enrollment/Class
Scheduling Plan
– Marketing Plan
• USE Technology
– Astra Schedule
– Electronic Faculty
Workloads

From the Dean’s Perspective!

• Strategic Enrollment Goals
• Divisional Enrollment Goals
• Unplanned Growth +/-
• Resources
– Physical:
Classrooms and Labs
– Human: Credentialed Faculty
• Hiring, Training and Retaining

• Accommodating students – unplanned crisis
– “They cancelled my class”
– “But I paid…..”
– “I need this class to graduate …..on time”
– “It’s the only class that fits into my schedule”
..this professor is easy….

• Planning for the Future
– Division Strategic Plan
– Enrollment Trends
– Course CAP Report
– Collaborate with the faculty and staff

• Cognos: Enrollment Report
• Cognos: Instructor Report
• Banner: SSAMATX (Bldg/Rm Schedule)
• Banner: SLIAEVN Room Query
• EXCEL: Enrollment Report
• Red/Green Report

Michelle R. Foster, East Campus
Assistant Provost
Joe Bivins, East Campus
Dean of Science

Strategic Plan Progress Report- Science
IA1
Strategy
Research to define and identify the target students.
Due Action
10/3/2006 update
All Students enrolled in
BSC 1010C, 1005L
1/5/2007 1005C Completed
2/27/2006 update
IA2
Develop marketing material for Pamphlete specific to inclusion in new liberal arts science student orientation.
4/1/2007 courses developed.
90%
Complete Completed
IA3
Implement changes in the
ATLAS program to identify and flag students requiring science courses
4/1/07
Currently working with
4/1/2007 Edwin Sanchez
10%
Complete
No further progress.
Reassessing need.
IA4
Facilitate the improvement of the
Science Department
Website identifying the new core course offerings.
Faculty rep assigned:
4/1/2007 Keith Malmos
20%
Complete
Angy
Jimenez and
Kim Little assigned as
Web contributors

% FULL
Enrollment Trends
Spring 2008 Fall 2007
East sections East Sect
1005
Spring 2007
East
5 1005 8 92% 1005 sect
6
1005L
1005C
5
3
1005L
1005C
5
2
92%
98%
1005L
1005C
6
4
1010C 12 1010C 10 98% 1010C 9
1011C 4 1011C 4 98% 1011C 3
Fall 2006
East sect
88% 1005 7 85%
90%
95%
1005L
1005C
5 73%
3 80%
92% 1010C
95% 1011C
8 90%
4 90%

Cap Enrl Avail Sub Numb CRN Mtyp Start Ends Days Room Instructor
28 21 7 BSC 1005 21331 CLAS 1000 1115 TR 369 Mason
24 10
32 2
14 BSC 1005
30 BSC 1005
21352 CLAS 1900 2145
21358 CLAS 1800 2045
W
W
375 Young
257 Smith
32 24
32 13
32 32
32 14
32 3
24 10
8
0
BSC 1005
19 BSC 1005
BSC 1005
18 BSC 1005
29 BSC 1005
24750 CLAS 1130 1245
24751 CLAS 1130 1245
25181 CLAS 1300 1415
25262 CLAS 1800 2045
25488 CLAS 830 945
14 BSC 1005L 21413 CLAS 1900 2145
TR
TR
TR
W
TR
M
257 Cravaritis
257 Cravaritis
211 Mason
257 Smith
257 Schultz
209 Young
24
24
24
24
6
7
4
3
24 12
24
24
2
1
24 24
24 24
24 24
18 BSC 1005L 22552 LAB 1000 1245 W 209 Mason
17 BSC 1005L 22865 LAB 800 1045 T 209 Cravaritis
20 BSC 1005L 25183 LAB 1430 1715 T 209 Cravaritis
21 BSC 1005L 25184 LAB 1430 1715 R 209 Cravaritis
12 BSC 1005L 25264 LAB 1300 1545 W 209 Smith
22 BSC 1005L 25275 LAB 1900 2145 W 209 Mason
23 BSC 1005L 25604 CLAS 800 1045 R 219 Cravaritis
0 BSC 1010C 21953 CLAS 830 945 MW 211 Falconer
0 BSC 1010C 21953 LAB 830 1115 T 212 Falconer
0 BSC 1010C 21957 CLAS 1000 1115 MW 211 Falconer

POT Dept Course Mode CRN Professor Meet Begin End Actual Open Cap Status Active
1 BIOL
MCB2010
C N 15195
LoCascio,
Marc MWF 800 850 10 14 24 A Y
1 BIOL
1 BIOL
MCB2010
C N
BSC1005L N
15197
LoCascio,
Marc MWF
Singleton,
12266 Michael R
800 850
1900 2145
6
4
18
20
24 A
24 A
Y
Y
800 1120 2 22 24 A Y TWK BIOL BSC1026 N 15634 Noel, Willy S
Young,
1 BIOL BSC1020 NW 14027 Martha R
Cravaritis,
1 BIOL BSC1005L NW 13286 Candace R
Rumsey,
1 BIOL BSC2094C NW 15394 John
1 BIOL
MCB2010
C NW 14015
Schreiber,
M
Melissa S
Rediske,
1 BIOL BSC1020 NW 15103 Andrea W
1900 2145
930 1215
1900 2145
800 1045
25
18
17
13
3
6
7
11
28 A
24 A
24 A
24 A
Y
Y
Y
Y
1 BIOL BSC1020 NW 15499 Lee, James MW
1 BIOL BSC1026 NW 15395 STAFF, T
1 BIOL BSC1050 NW 14167 STAFF,
1 BIOL
MCB2010
C
MW
Rediske,
NW 15201 Andrea T
1900 2145
1730 1845
1900 2145
1130 1245
1900 2145
18 14 32 A
16 16 32 A
0 24 24 R
0 24 24 R
0 24 24 R
Y
Y
Y
Y
Y